LONG TERM MAINTENANCE CHECKLIST
A walk-through inspection to be made with a building and grounds committee to assess the type, age, and condition of all buildings, equipment, and grounds.
Building ______
ITEM AGE TYPE CONDITION Roof Gutters Windows Doors Lintels Exterior of building Waterproofing Tuckpoint & caulking Paint Aluminum siding Foundations Waterproofing Grounds Parking areas Drives Handicap parking Lighting/adequate Lighting/security Concrete areas Fencing Hand rails HVAC Water heaters Boilers Uninventilators/covers Condensate lines Furnaces Air conditioners INSIDE BUILDING Kitchen – stove(s) Kitchen – oven(s) Kitchen – dishwasher(s) Refrigerator(s) Freezer(s) Cafeteria – tables Cafeteria – chairs Sewage plant Lighting (assess by CG&E) Fire alarm system (compliance with code) Smoke detectors ITEM AGE TYPE CONDITION Flooring Ceilings Walls Partitions Electrical circuitry/adequate Computer lines/adequate Outlets, switches, etc. Plumbing Sound system Telephone system MISCELLANEOUS Organ Tractors Plows Snow blowers Mowers Vans Trucks
The landscaping should also be assessed for erosion, placement of trees, and a plan drawn up for future landscaping projects.
Maintenance records should be kept on all buildings, rooms, grounds, equipment, etc. This should include dates of service on equipment, dates of painting rooms, replacing tiles (floors and ceilings), etc. ROUTINE MAINTENANCE
1. CLEANING: List what is done and if it is a daily, weekly, monthly, etc. item. Problem areas are restrooms, water fountains and entrance ways.
Personnel: Volunteers? Staff? Contractual Services?
2. GROUNDS: Make sure the proper equipment is available for both summer and winter as far as grass cutting and snow removal.
3. FURNISHINGS: Pews, kneelers, minor repairs, light bulb replacement, filters, routine plumbing (drips, water fountains, toilets, etc.) need to be taken care of on a regular basis.
4. PAINTING: Need a regular schedule of when things are painted, type of paint, cost, etc.
5. INVENTORY: Video taping is recommended or a detailed list for all buildings and departments. ROUTINE MAINTENANCE CHECKLIST
A walk-through inspection to be made with a building and grounds committee to assess the frequency of cleaning all buildings, equipment, and grounds.
Building ______
ITEM FREQUENCY LAST DATE Rest rooms Water fountains Water fountain filters Window cleaning Entrance doors cleaning Floors stripped Floors waxed Floors mopped Floors swept Filters/air handlers Filters/furnaces Filters/air conditioners Filters/uninventilators Pews Kneelers Lights Plumbing (check for leaks/drips) Back flow check valves Snow removal (plan) Grass cutting Minor repairs
There should be a maintenance record of all cleaning, painting, etc. so that the years of each project are kept and followed.
The major problem areas of cleaning are the restrooms, water fountains, and windows on doors. MAINTENANCE ANALYSIS
QUESTIONS ANSWERS What is the makeup of staff? How many? Volunteers Duties Talents Employees Duties Is there a grounds and maintenance committee? EVALUATION OF BUILDING AND GROUNDS Do a walk-through evaluation with committee use checklist for documentation? What do we have? Age and condition, etc.? Do we have available: Codes and ordinances for County, Township, or City for: Electrical/ Plumbing, Fire Alarms, Etc.? Do we have available: Federal codes for: Electrical/ Plumbing, Fire Alarms, Etc.? Do we have available and on premises required MSDS sheets for chemicals? Is proper equipment available for: Cleaning? Summer grass cutting, trimming, edging, etc.? Winter snow removal, ice control? Do we have Evaluation of all asbestos on premises? Do we have warnings regarding asbestos posted for all workers? Is there an inventory of all equipment? Video tape? Written list? Computer file? OFFICE MANAGEMENT OVERVIEW
1. Starting point: Assess the physical layout of the office o Reception area o Are business offices separate from pastoral offices (confidentiality)
2. Develop an organizational chart: Which personnel reports to whom? Who is responsible for what duties? Distribute Personnel Policy and Procedures
3. Evaluate efficiency of office staff: Formulate job descriptions Formulate job duties
4. Business hours: are they adequate to serve the needs of the parish?
5. Office equipment: Up-to-date to handle the work? Condition and maintenance contracts? Computers – upgrade? o Backup systems/fireproof storage Software – upgrade? o Original programs/off premises storage?
6. Sacramental records: Fireproof storage Microfilm
7. Census
8. Procedures for: Parish registration School registration Sunday collections, counting and deposits
9. Purchasing of: Office supplies Maintenance supplies
10. School records
11. Communications:
Bulletins (office equipment is donated by bulletin companies) Newsletters
12. Bank account – pooled fund account OFFICE MANAGEMENT CHECKLIST
RESPONSIBILITIES PROCEDURES FOR RESPONSIBLE HANDLING PERSONNEL Organization Chart Job descriptions Job duties Assess physical layout of: Office Reception area Are business offices separate? Are pastoral offices separate? Confidentially is prime concern Business hours Record keeping Personnel records/secure files Citizenship W4 Health insurance Contracts Personnel evaluation Personnel policy and procedure School records Tuition Grade levels Sacramental records Marriage Funerals Baptisms Microfilm Storage/fireproof Census records Accounting records Payroll maintenance Cash deposits: Pooled funds endowments Sunday collections: Counting Deposits Parish registration-procedures School registration-procedures Contract bids: Blacktop Concrete work Re-striping All large maintenance jobs RESPONSIBILITIES PROCEDURES FOR RESPONSIBLE HANDLING PERSONNEL
Contracts for: Cleaning HVAC Lawn Septic tanks Snow removal Roofing Pest control Outside contractors: Certificate of insurance Workmen’s comp. Maintenance equipment: Purchasing Maintenance Inventory Maintenance supplies: Purchasing MSDS sheets Office equipment: Purchasing Maintenance contracts Telephone systems Computers: Maintenance Purchasing Upgrading Software: Support Purchasing Backup files/off premises Fireproof storage Communications: Newsletter Monthly Weekly Bulletin (some donate equipment)